The modern workforce is now more digitized than ever. Resumes are no longer handed in, cover letters are no longer pen and paper, and most job applications are processed online.
As a result, personal data is often shared between employers, making data privacy a key aspect to consider. Data privacy is an essential factor because mishandling sensitive data can create uncertainty. One way individuals can improve security and minimize data exposure is by removing personal information from the internet that is no longer necessary.
On the other hand, even though most of the process is now digitized, there is still a learning curve, adaptation, and adjustment time when starting a new job. Employers assess new workers’ abilities and contributions during onboarding, while new hires familiarise themselves with company rules and expectations. In this article, we will explore the role of data privacy in the employee onboarding process and the potential risks of mishandling it.
Focus on Employee Privacy in Onboarding
If employee personal information isn’t handled correctly and, most importantly, securely, it can create a rift between a new hire and an employer and pose a potential risk for future applications.
The efficiency of an onboarding program dictates its success, and a responsible approach to handling applicant information is another factor that can make or break the program. Some of the risks of potential mishandlings can include:
- Data breaches: A standard method of stealing and misappropriating data, either due to a faulty security framework or a lack of caution. Breaches open the possibility of dozens of employee data being up for grabs.
- Identity theft: The worst-case scenario results from mishandling user data, leading to financial ruin and compromise of an employee’s sensitive information.
- Reputation: Employee onboarding is all about trust, and when that trust is broken by mishandling information, it gives off the impression of an untrustworthy employer. This can eventually damage a company’s image permanently.
- Legal implications: Lastly, legal consequences exist in the event of compromised information. Privacy laws like the GDPR and the CCPA exist to protect the individual from harm, so not only is a company’s image in question, but fines are also on the table.
Trust Through Transparency
Transparency is pivotal in building trust. Clear communication during the employee onboarding process can lead to a productive and secure relationship between employees and employers.
One way this can be achieved is by being direct, in the sense that companies state what information will be collected, to what extent, and for what purpose. A company’s privacy policy can go a long way toward informing potential new hires that their data is taken seriously and kept safe.
Another way that goes hand in hand with the aforementioned direct approach is choosing to opt-out. Data collection is a widespread practice that can store user information for future use. Having the option not to can help reduce employee anxiety about how their information is processed.
In the onboarding process, when an employer makes an effort to safeguard personal data from either new hires or workers settling into new roles, it paves the way for a trusting and stable working relationship. When potential data leaks or hacker interference aren’t a cause for concern, employees can feel respected and valued members of the workforce.
Ensuring a Safe Onboarding Experience
The whole point of employee onboarding is to build trust. A new hire settling in can be more motivated to adapt to the new environment when they know their information is secure in the company’s hands. Steps must be taken to make the onboarding experience secure and transparent.
1. Make Personal Information a Priority
When resumes are sent in, they can sometimes contain information about an applicant’s address, phone number, email, and photograph. These avenues can lead to a potential attack on the new hire if steps aren’t taken to ensure this information is secure.
The way to do this is to encrypt databases containing employee or new hire data. Databases shouldn’t be accessible to everyone, meaning only a few authorized personnel can access this information.
Any communication between an employer and an employee should also be encrypted to prevent possible misdirection. This way, information is kept secure and risk-free.
2. Transparent Onboarding
Keeping in line with privacy laws, informing new hires about what’s collected and how it’s used leads to consent and approval. This can be achieved through easily accessible and understandable company privacy policies.
Furthermore, presenting an alternative in the form of opt-outs can give the employee more freedom in deciding what to share and withhold, further enhancing the trust between a company and a worker.
Having a data retention policy in effect also helps. Employees can shift roles, seek better employment, or even be let go. For this reason, information shouldn’t be retained in company databases indefinitely. Having a set date for storing data while informing employees of this provides a safe onboarding experience.
3. Regular Security Checks
Keeping a company network secure through regular security updates and check-ups keeps the entire framework efficient and running.
That way, employee data is kept safe, the risk of a breach is mitigated, and the employer and employee are satisfied.
The Way Forward
It’s safe to conclude that valuing employee privacy leads to a trusting working relationship and a safe onboarding experience. Employees who are kept informed about what information is collected from them feel protected and respected.
Secure employee onboarding can acclimate a worker to a new environment, especially in the digital age where a plethora of information circulates the Web at such a pace that tracking can be challenging.
Guest writer
